Privacy Policy

KeyNotes EHR ("KeyNotes," "we," "us," or "our") respects your privacy. This Privacy Policy describes what information we collect on this website (keynotesehr.com), how we use it, and the choices you have.

What we collect

Information you give us directly

When you fill out a form on this site — including the demo request form, the newsletter signup, or the contact form — we collect the information you provide. This typically includes your name, work email address, agency name, role, and any optional message you include.

Information collected automatically

When you visit our site, we automatically collect certain technical information, including:

• IP address
• Browser type and version
• Operating system
• Pages visited and time spent
• Referring website
• Device type

This information is collected through standard web analytics (Google Analytics 4) and is used in aggregated form to understand site performance and improve content.

Cookies

We use a small number of cookies for essential site functions and analytics. You can disable cookies in your browser settings; some site features may not work as expected if you do.

What we don't collect

KeyNotes does not collect, process, or store Protected Health Information (PHI) on this website. Patient data, clinical records, billing data, and any other PHI are handled exclusively within the KeyNotes EHR application — a separate, secured system covered by HIPAA-compliant infrastructure and a BAA between KeyNotes and customer agencies.

How we use your information

We use the information we collect to:

• Respond to demo requests, sales inquiries, and support questions
• Send the products and information you've requested
• Send our monthly newsletter (only if you've subscribed)
• Improve site performance and content based on aggregated analytics
• Comply with legal obligations

We do not sell your personal information. We do not share it with third parties for their marketing purposes.

Who we share it with

We use a small set of vendors to operate this site and our business. These vendors have access to your information only to perform specific tasks on our behalf:

• Google Analytics — site analytics
• MailPoet — newsletter delivery
• Our hosting and email providers — site hosting and outbound communications
• Our CRM — managing demo requests and sales conversations

Each vendor has its own privacy practices. We choose vendors that meet reasonable data security standards.

We may also disclose information if required by law, in response to lawful requests by public authorities, or to protect the rights, property, or safety of KeyNotes, our customers, or others.

How long we keep it

We keep information you submit through forms only as long as needed to respond to your request and maintain reasonable business records. Newsletter subscribers stay on the list until they unsubscribe.

You can request that we delete your information at any time by emailing hello@keynotesehr.com.

Your choices

You have the right to:

• Access the information we hold about you
• Correct any inaccurate information
• Delete your information from our systems
• Unsubscribe from our newsletter (use the link in any newsletter email)
• Opt out of analytics by enabling Do Not Track in your browser

To exercise any of these rights, email us at hello@keynotesehr.com. We respond to verified requests within 30 days.

Security

We use reasonable technical and organizational safeguards to protect the information collected through this site, including HTTPS encryption, secure hosting, and access controls. No method of transmission or storage is 100% secure, but we work to protect your information as if it were our own.

For information about security in the KeyNotes EHR application — including HIPAA compliance, encryption at rest and in transit, and our BAA — please contact us directly.

Children's privacy

This site is intended for adult professionals at behavioral health agencies. We do not knowingly collect information from anyone under 18. If you believe a minor has submitted information to us, contact hello@keynotesehr.com and we will delete it.

Changes to this policy

We may update this Privacy Policy from time to time. When we do, we'll update the "Last updated" date at the top of this page. Significant changes will be noted on our site or sent to newsletter subscribers.